How to organize a bouldering tournament

Start by fixing the competition format and date before booking the climbing gym. The format determines how many problems, judges, scorecards, and volunteers you need. Once registration opens, confirm participants, collect dietary requirements, and build the volunteer and judging schedule. Route construction, printed materials, bib numbers, prizes, and event-day equipment should be checked several days before competitors arrive, not during setup.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set tournament date
2 people
2
Define the competition format
2 people
3
Reserve climbing gym
4
Write out the competition rules
2 people
5
Determine prize categories
2 people
6
Create registration form
7
Send invitations
2 people
8
Post social media announcement
9
Process registrations
2 people
10
Send participant confirmations
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Assign judges
2 people
14
Send the jury instructions
15
Create the volunteer schedule
2 people
16
Select bouldering problems
3 people
17
Schedule route construction
2 people
18
Order prizes
19
Check the shopping list
2 people
20
Print participant list
21
Print scorecards
22
Print route maps
23
Prepare race numbers
2 people
24
Check prizes and medals
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Check bouldering walls
3 people
28
Tighten loose grips
2 people
29
Mark race issues
3 people
30
Check the crash mats
2 people
31
Set up the registration desk
2 people
32
Set up jury tables
2 people
33
Set up the participant area
3 people
34
Set up catering table
2 people
35
Set up the prize table
2 people
36
Test sound system
2 people
37
Check the lighting
2 people
38
Lay out scorecards
2 people

Event

39
Hand out race numbers
3 people
40
Register participants
3 people
41
Explain the competition rules
2 people
42
Lead the warm-up
2 people
43
Hand out scorecards
3 people
44
Run the qualifying round
6 people
45
Check scores
3 people
46
Refill drinks
2 people
47
Restock snacks
2 people
48
Empty trash bins
2 people
49
Inform participants
2 people
50
Announce finalists
2 people
51
Set up the final
4 people
52
Lead the final
6 people
53
Process final scores
3 people
54
Prepare awards ceremony
3 people
55
Announce the winners
2 people
56
Present medals
3 people
57
Take group photo
2 people
58
See participants off
2 people

Aftercare

59
Gather competition materials
4 people
60
Clear tables and chairs
4 people
61
Clean up catering
3 people
62
Sort waste
3 people
63
Clean the floors
3 people
64
Clean the restrooms
2 people
65
Archive score sheets
66
Publish results
67
Send thank-you message
68
Register lost and found items
69
Remove empty packaging
2 people
70
Return borrowed items
2 people
71
Hand over the bouldering gym
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 24
Bar stoolsqty 6
Clothes racksqty 2
Storage cratesqty 12
Waste binsqty 6

Sports equipment

Bouldering brushesqty 12
Magnesium bagsqty 8
Liquid chalkqty 6
Bib numbersqty 80
Scorecardsqty 160
Route mapsqty 120
Conesqty 20
Barrier tapeqty 4
Measuring tapeqty 2
Spare climbing holdsqty 20
Allen keysqty 4
Screwdriversqty 4
Crash matsqty 12
First aid kit
Cold packsqty 8

Equipment

Laptop
Tabletqty 2
Printer
Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 4
Coolersqty 4

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 40
Serving plattersqty 10
Pitcherqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice packsqty 20
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Fridge thermometersqty 2

Decorations

Party flagsqty 4
Balloonsqty 60
Start sign
Prize table sign
Name badgesqty 80

Lighting

LED light stringsqty 4
Battery lanternsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8

Catering

Groceries

Tips

Define the scoring system, categories, attempt limits, and tie-break rules before you publish registration. Write the rules in plain language so judges and competitors use the same interpretation on the day.
Book the gym before announcing the tournament, then schedule route construction early enough to test every problem. Keep spare holds, brushes, liquid chalk, tools, and measuring equipment available for last-minute adjustments.
Close registration with enough time to print the participant list, scorecards, route maps, and bib numbers. Send confirmations after checking names, categories, and dietary requirements rather than relying on the original form alone.
Assign judges to specific areas and send their instructions before the event. A printed schedule should show who covers each round, when breaks happen, and who replaces an absent volunteer.
Pack the event-day kit in separate crates: registration and printing, judging, route maintenance, first aid, and refreshments. Test the laptop, printer, microphone, sound system, extension cords, and power banks before leaving for the gym.

Frequently asked questions

How far in advance should I organize a bouldering tournament?: Set the date and reserve the climbing gym at least 8 to 12 weeks ahead. Open registration once the format, categories, rules, and route-construction schedule are confirmed.
How many volunteers do I need for a bouldering tournament?: Plan on at least 1 registration volunteer, 1 event coordinator, and 1 judge per active competition area. Add a reserve volunteer for every 5 to 8 scheduled helpers so breaks and absences do not disrupt a round.
When should bouldering problems be set for a competition?: Schedule route construction 1 to 3 days before the tournament, depending on the gym and number of problems. Leave enough time to test grades, inspect landings, prepare route maps, and make corrections.
When should I print scorecards and participant lists?: Print them 1 to 2 days before the event, after registration closes and participant details are checked. Bring spare blank scorecards and a working printer in case of name changes or lost forms.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.